11-RFP 26-042AR Digital Radios Airtime Equipment and Related Items.pdf

FORT BEND INDEPENDENT SCHOOL DISTRICT

REQUEST FOR PROPOSALS(RFP)

FOR

Digital Radios, Airtime Services, Equipment, and Related Items

RFP NUMBER 26-042AR

PROPOSAL OPEN DATE: Sunday, December 21, 2025

SUBMISSION DUE DATE: Friday, January 30, 2026

TIME: (2:00 PM CST)

SUBMIT PROPOSAL DOCUMENTS THROUGH:

FBISD Electronic Bidding Portal: https://fortbendisd.bonfirehub.com https://fortbendisd.bonfirehub.com/

TABLE OF CONTENTS

SECTION 1. GENERAL INFORMATION

SECTION 2. SCHEDULE OF EVENTS AND COMMUNICATIONS

SECTION 3. SCOPE OF WORK

SECTION 4. SUBMISSION OF PROPOSALS

SECTION 5. PROPOSAL CONTENT

SECTION 6. EVALUATION AND AWARD

SECTION 7. GENERAL TERMS AND CONDITIONS

SECTION 1. GENERAL INFORMATION

A. STATEMENT OF PURPOSE

Fort Bend ISD (FBISD) is a K-12 public school district in Fort Bend County serving a student enrollment of over 78,000. The district currently consists of 83 campuses and multiple administrative sites. This Request for Proposals (“RFP”) is issued to solicit proposals for Digital Radios, Airtime Services, Equipment, and Related Items.

B. LEGAL REQUIREMENTS

Offerors are advised that any contract resulting from this RFP must comply with all applicable provisions of the Texas Education Code, the Texas Government Code and all other relevant state and federal laws. The District’s Board-adopted Purchasing Policies and Procedures are fully incorporated by reference into this RFP.

C. ELECTRONIC COMMERCE

Fort Bend ISD utilizes EqualLevel as its electronic purchasing platform. Awarded vendors may have the capability to interface with EqualLevel for electronic ordering and catalog management. If it is deemed in the District’s best interest, the District may implement electronic commerce functionality for awarded vendors. Awarded vendors shall support and maintain e-commerce (PunchOut or hosted catalog) capabilities that allow the District to purchase goods electronically at contracted prices and discounts for only the items awarded under this contract. Vendors will be responsible for maintaining the accuracy and availability of their electronic catalogs, including pricing, product descriptions, and item availability, throughout the term of the contract.

D. DELIVERY OF GOODS:

1. All deliveries shall be marked with the proper Fort Bend Independent School District purchase order number. Any item received without a purchase order number may be returned to the vendor at their expense. Invoice numbers are unacceptable.

2. Two or more purchase orders shall not be combined in one package. All purchase orders must be boxed separately.

3. FBISD prefers that orders be shipped complete rather than partial. Therefore, there shall not be more than three (3) shipments to complete any purchase orders.

Shipments from two (2) or more locations at similar time periods will be considered as one shipment. Split shipments shall be indicated on the packing slip.

4. When multiple purchase orders are shipped, the FBISD receiving clerks shall sign only the vendor/shipper manifest which should contain the total amount of containers and the total listing of purchase order numbers. One signature shall be required and not one signature per purchase order

5. There shall be no substitutes of any item without prior approval from Fort Bend ISD Purchasing department and indicated on the packing slip.

6. All items shall be new and unused.

7. Items with an expiration date, earlier than one (1) year from date of shipment are unacceptable and will be returned at the vendor’s expense. If there is a discrepancy, please contact the FBISD Purchasing Department at 281-634-1802.

8. All items are delivered F.O.B to FBISD location indicated on the purchase order.

9. Successful Vendors must furnish current material safety data sheet for any items containing any element, chemical compound or mixture of elements that is a physical hazard or health hazard as defined by federal regulations (if applicable).

E. PURCHASE ORDER

1. All Purchase Orders shall include the proper Fort Bend Independent School District purchase order number.

2. FBISD purchase order number shall be referenced on all Invoices.

3. Items and/or services are to be delivered or rendered to Fort Bend Independent School District ONLY when a district approved purchase order has been received by your company. Under no circumstances should items and/or services be provided to the District without a properly drawn District purchase order.

4. VENDOR UNDERSTANDS THAT NO GOODS OR SERVICES WILL BE PROVIDED

WITHOUT A DISTRICT PURCHASE ORDER. GOODS OR SERVICES PROVIDED BEFORE

RECEIVING A PURCHASE ORDER WILL BE AT THE VENDOR'S OWN RISK AND WILL

BE CONSIDERED A DONATION TO THE DISTRICT.

5. Please inform any staff member that handles the Fort Bend Independent School

District account of these procedures.

F. INVOICE

1. Invoices should be submitted showing Itemized description of the products delivered.

2. Each invoice shall reflect the agreed upon pricing.

3. Invoices shall reference the purchase order number and the campus/department placing the order.

4. Invoices shall indicate back-order, cancellations and substitutions.

5. Invoices shall be sent to Accounts Payable AccountsPayable.Invoices@fortbendisd.gov with a copy to the FBISD requesting department/campus.

mailto:AccountsPayable.Invoices@fortbendisd.gov

G. VENDOR PERFORMANCE CRITERIA

Vendors’ performance will be evaluated on a quarterly basis at the discretion of the district. These evaluations will play a critical role in determining whether to continue with the contract. Key performance indicators and criteria will be assessed to ensure vendors meet the district's standards and expectations. Consistently poor performance, failure to meet outlined criteria, or significant deviations from agreed-upon standards and terms may result in the cancellation of the contract. This process will uphold accountability and ensure that the highest quality of service is provided to the district.

1. Vendors’ performance will be evaluated on a quarterly basis, at the discretion of the

District. These evaluations will play a critical role in determining the continuation of the contract.

2. Key Performance Indicators (KPIs) and evaluation criteria will be used to measure compliance with contract requirements and overall vendor performance.

Performance reviews may include, but are not limited to, the following criteria:

• On-time delivery of products or services

• Accuracy and completeness of orders

• Quality and condition of goods or services provided

• Responsiveness and communication with District staff

• Adherence to pricing, terms, and conditions of the contract

• Resolution of issues or complaints in a timely manner

3. Consistently poor performance, failure to meet established criteria, or significant deviations from agreed-upon standards may result in corrective action or cancellation of the contract at the District’s discretion.

[END OF GENERAL INFORMATION SECTION]

SECTION 2. SOLICITATION SCHEDULE AND COMMUNICATIONS

A. SOLICITATION SCHEDULE

Fort Bend ISD anticipates following the schedule outlined below for this RFP. The district reserves the right to adjust these dates during the solicitation process.

Activity Date 1 Release of RFP/ 1st Advertisement

Sunday, December 21, 2025 2 2nd Advertisement

Sunday, December 28, 2025 3 Pre-Proposal Conference (virtual)

Time 10:00 AM(CST) Tuesday, January 6, 2026 4 Deadline for Questions Time

Time 10:00 AM (CST) Monday, January 12, 2026 5 Deadline for Proposals to be submitted

Time 2:00 P.M.(CST) Friday, January 30, 2026

Presentation to the Board of Trustees April 2026 7 Awards will be posted at fortbendisd.bonfirehub.com/past Opportunities April 2026

B. PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held on Tuesday, January 6, 2026, at 10:00 a.m. (CST).

The conference will be conducted virtually via Microsoft Teams. Proposers are strongly encouraged to attend to gain a better understanding of the requirements of this Request for Proposal (RFP). Link to join the meeting: Join the meeting now

C. QUESTIONS AND ANSWERS:

All questions regarding this RFP must be submitted through designated electronic bidding portal’s “Ask a Question” section by Monday, January 12, 2026 at 10:00 AM (CST).

Questions submitted by the deadline, along with the District’s responses, will be issued in an Addendum and posted on the designated electronic bidding portal. No questions will be accepted after the Q&A deadline.

Vendors are responsible for checking the portal for any addenda issued. Each addendum must be acknowledged by submitting a signed copy with the proposal submission.

D. AMENDMENTS TO THE RFP

All updated project information including forms, amendments, and responses to questions will be posted on the project website at https://fortbendisd.bonfirehub.com. Proposers are responsible for checking the portal regularly. The Addendum Acknowledgement form must be completed before submitting a proposal.

https://fortbendisd.bonfirehub.com/portal/?tab=pastOpportunities https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTZhYTJkNGEtYTVjZS00ZTMxLWEwODYtYmQzYzM1ZGI4MDQ5%40thread.v2/0?context=%7b%22Tid%22%3a%22497d6241-391a-4277-91ac-bdd2a99f7054%22%2c%22Oid%22%3a%22636bd5e2-f9e9-4e1d-81cb-dfd563df68bd%22%7d

E. DEMONSTRATIONS/INTERVIEWS

The Evaluation Committee will review all submissions and reserves the right to create a short list of vendors based on the published evaluation criteria. Product, service, or system demonstrations and/or vendor interviews may be scheduled with shortlisted vendors as part of the evaluation process. The District reserves the right to apply the same weighted factors outlined in the Evaluation Criteria during demonstrations and interviews, or to establish new or additional factors deemed to be in the District’s best interest.

F. SPECIAL NOTE

Please be reminded that all Fort Bend ISD campuses and departments are tobacco, drug, and weapon-free facilities. Proposers are responsible for the conduct of their employees and adherence to Fort Bend ISD building policies. No work shall interfere with school or system activities or the learning environment unless permission is granted by the District.

For the purposes of the pre-proposal meeting and demonstrations, persons with disabilities requiring special accommodations should contact the FBISD Buyer at Amber Reece at Amber.Reece@fortbendisd.gov at least two (2) business days prior to the conference.

G. COMMUNICATIONS

Communication between the Purchasing Department and vendors is encouraged; however, steps must be taken to ensure a fair and equitable opportunity for all vendors and to avoid any appearance of favoritism. To protect the integrity of the solicitation process, the following rules apply once the RFP is issued:

1. Communication regarding this RFP with District employees, staff, consultants, or Board members, other than the Assigned Buyer listed in the solicitation, is strictly prohibited and may result in disqualification.

2. All requests for clarifications, additional information, or questions must be submitted in writing to the Assigned Buyer during the Question-and-Answer period as outlined in the solicitation document.

3. All timely and appropriate written questions shall be responded to in accordance with the Schedule of Events. The written answers will be posted as an amendment to the original RFP on the District website. It is the Proposer’s responsibility to check the website in a timely manner for such amendments.

4. All responses to inquiries, as well as any necessary corrections to the solicitation, will be communicated through the Addendum process by the Assigned Buyer.

By following these guidelines, the District ensures a level playing field for all eligible vendors throughout the solicitation process.

[END OF SCHEDULE OF EVENTS AND COMMUNICATION SECTION]

SECTION 3. SCOPE OF SERVICES

A. OVERVIEW OF THE PROJECT

Fort Bend Independent School District (FBISD) is seeking proposals from qualified vendors to provide digital radios, airtime services, equipment, and related items and support for the District’s existing two-way radio system used across its school bus fleet.

The District currently operates more than 450 school buses equipped with Kenwood NEXEDGE digital two-way radios, which are utilized for daily transportation operations, dispatch communication, and emergency coordination. e District requires 100% radio coverage within District boundaries and reliable statewide line-of-sight communication to support buses transporting students on field trips, athletic trips, and other off campus activities throughout Texas. FBISD intends to award a contract to one or more vendors whose solutions demonstrate technical compatibility, coverage reliability, operational support, and overall value to the District.

B. SCOPE OF SERVICES

The District’s current two-way radio system is Kenwood NEXEDGE digital radios, programmed with three (3) channels and operating on the following frequencies:

• Transmit (T): 12345

• Receive (R): 54321

The proposed airtime network shall provide reliable coverage across District facilities, transportation routes, and operational areas. The Proposer shall describe the geographic service area, coverage reliability, and any known limitations that may impact service delivery.

1. Proposers should review the above specifications and confirm compatibility of their airtime network with the District’s existing radio equipment and frequencies. Pricing should be clearly identified and reflect the use of the District’s existing radio equipment. If the Proposer’s airtime network is compatible with the District’s existing radios and frequencies, the proposal should include pricing for:

• Digital Radios

• Airtime Service

• System setup and activation

• Any programming or configuration required to establish two-way radio communications

• Support Services

2. If the Proposer’s airtime service is not compatible with the District’s existing radios or frequencies, the Proposer should clearly state this in its response and include the following:

• The proposed new digital radios and associated cost

• Installation services for the proposed radio, including removal and replacement of existing radios

• Airtime services associated with the proposed system

• A trade-in or credit program for the District’s existing two-way radio equipment, if available, to help offset start-up and migration costs

All proposed replacement equipment should be clearly identified and priced separately from airtime services.

3. Implementation Timeline (Applicable to New or Replacement Services Only)

If the Proposer is recommending new services or replacement equipment, the District anticipates implementation and completion of services during Summer 2026 (June-July) to minimize disruption to daily transportation operations. Proposers should describe their ability to meet this timeline and outline any key assumptions or dependencies.

Required Features and Functions The proposed radio system and protocol shall support the following features and functions:

• The system and/or user equipment must support digital transmissions on a 6.25 equivalent, 12.5 kHz TDMA channel. The system and/or user equipment must also support digital transmissions on 12.5 kHz channels.

• All user portable radios must have long digital battery life.

• All user portable radios must include battery technology for automatic maintenance and reconditioning.

• All radio equipment must support the use of radio subscriber accessories for automatic gain control and noise suppression.

• The system and/or user equipment must include imbedded digital forward error correction technology to increase clarity throughout range

• The system and/or user equipment must include imbedded software based privacy or scrambling to protect user privacy during communications. This imbedded scrambling must support at least 40-bit protection with multiple keys.

• All user radios must include Emergency Declaration capability with single button activation. The Emergency Declaration shall provide visual and audible status notifications to specified radios. A detailed description of the Emergency Declaration features and programming options must be included.

• The system and/or user equipment must include imbedded telemetry capabilities.

Any additional external receivers or accessories shall not be required to receive or send telemetry information. Telemetry shall be supported in a repeater and/or talk around mode.

• The system and/or user equipment must include intelligent channel steering capabilities to revert GPS traffic to alternate channels to control and manage data traffic more efficiently on the system.

• Voice shall take priority over data transmissions on radios transmitting both voice and data information.

• The system user shall have the option of applying for licensure to detailed radio interface information. This information shall allow the radio user, if capable, to develop custom applications.

• The system shall provide a software application that allows the system administrator the ability to monitor and control the radio repeaters within the system.

Repeater Diagnostics and Reporting The Repeater Diagnostics and Reporting system shall provide the following capabilities:

• Repeater Diagnostics that include enabled-disabled station status, Transmitter power status, available channels and RSSI levels.

• Repeater Controls that include changing channels, transmitter power, station reset and repeater knockdown.

• Repeater Alarm Reporting including Receiver lock failure, transmit lock detect, station overheating, AC Power supply failure and detect and report of failure.

• The application operates over the IP network or locally via USB or GPIO connection.

• Repeater Alarms: RX (Receiver lock failure), TX (transmit lock detect), Temp

(station overheating), Power (AC Power supply failure), Fan (fan failure), *PA Voltage Major, *PA Voltage Minor, *VSWR Major, *VSWR Minor, *TX Power Major, *TX Power Minor, *PA EEPROM Corruption, *Exciter EEPROM Corruption, *Receiver EEPROM Corruption,

• Interoperability Between Exciter and PA, *Incorrect Carrier Frequency or incorrect Code plug for MTR2000 PA. (Note: starred (*) items are available with MTR3000 repeaters ad are not available on XPR series repeaters.)

Vendor to provide hardware/software that will allow transportation to program our unit numbers(change radios, we change the unit number on the Caller ID).

Equipment should be able to have automatic software and hardware update as needed.

Radios will provide line of sight communication between vehicles when out of tower range.

Radios will be able to see on the base or handheld the bus #.

Provide a location of all radio traffic recorded for future review.

Radio software will either be networked or Cloud based.

Control Channel Based Trunking Capabilities:

• The system shall support single site configurations and multi-site configurations which will allow for roaming with configurable parameters for optimizing roaming performance.

• The system shall support the ability to trunk voice or data traffic to available system channels to maximize efficiency. The Trunking system shall automatically detect a P-T-T as a request to talk, and automatically select and assign a voice path for the communications of the selected talk group. Various entities and work groups must be able to communicate without regard to channel selection, radio site selection or geographic location.

• The system shall support the ability to add sites or repeaters to the system network without bringing radios in for reprogramming.

• The system shall support intelligent audio routing through site registration and de-registration. Audio should not get sent over IP links unless there are registered users for active talk group at those sites.

• The system shall have a robust mechanism for prohibiting unauthorized subscribers from having access into the system.

System Capabilities:

The system shall have the ability to centrally and remotely control a subscribers’ ability to perform the following functions at a minimum:

1. Access/use the System

2. Site wide/System Wide

3. Private Call

4. Remote Monitor

5. Text Message

6. GPS

7. Call Alert

8. Radio Check

9. Emergency Initiate

• The system shall have the ability to remotely disable and enable a radio from a central location.

• The system Trunking protocol shall provide Priority Levels for talk groups.

• The system Trunking protocol shall provide a busy queue with automatic call back.

• While in Trunk mode, the subscriber access time, defined as PTT to system access, shall not exceed 1100 milliseconds when a trunked voice path is available.

• The system must support the ability to simultaneously trunk twenty-nine (29) voice paths.

• The system must support data traffic on available timeslots in the pool of resources.

• The system shall be capable of supporting data communications that include GPS location services, text messaging, and a data interface for other customer specific and supplied applications including telemetry, system performance management, VoIP dispatch, AVL, work-order management, and email connectivity.

• In the event of a repeater failure, the system shall continue to maintain its trunked operation, regardless of which repeater fails.

• In the event of frequency interference, the system shall continue to maintain its trunked operation, regardless of the channel being interfered with.

• In the event of a wide are link failure, the system shall continue to maintain its local Trunked operation and shall continue to provide wide are communications where a wide area link is still available between sites.

General (Applicable Only if User Radios Are Proposed) All user radios proposed (portables, mobiles, and control stations) shall fully support all features and functions available for user radios in the proposed system. The pricing for user radios shall include all programming and installation services required for operation.

At the appropriate time during the implementation process the Vendor will be expected to develop detailed programming personalities and talk group configurations with input and assistance from Fort Bend ISD. User radio programming shall not be performed until Fort Bend ISD has approved the programming personalities and issued a written notice to proceed with radio programming.

All proposed portable, mobile, and control station radios shall conform to the minimum standards specified by TIA/EIA-603, Section 5 “Standards for Portables”.

Samples (If Requested) The District may request sample radios or related equipment for evaluation purposes.

Samples shall be provided at no cost to the District and made available within twenty-four

(24) hours or one (1) business day from the time the Proposer is notified by Purchasing.

All samples shall be delivered to the District Warehouse if requested and upon completion of the evaluation picked up by the proposer at the same location. Samples are for evaluation only and shall not be considered acceptance of equipment, approval of the proposed system, or authorization to proceed with programming, installation, or implementation.

Portable Handheld Radios The proposed portable radio should be rugged, reliable, and provide the following minimum features:

• Emergency button

• 12.5 kHz digital channel bandwidth

• 12.5 kHz TDMA (6.25e) digital channel bandwidth

• Alphanumeric display

• 1000 channels

• Digital Signaling – PTT ID, Private Call, All Call, Call Alert, Escalating Alerts, Emergency, Radio check, Radio Disable/Enable and Remote Monitor.

• Digital Signaling – MDC1200: PTT ID, Emergency and Call Alert

• 16- position channel selector

• Group Scan

• External microphone and speaker connections

• Li-ion battery

• Full line of optional accessories

• Optional intrinsically safe model

• 6 programmable buttons (supporting both long and short press)

• Meets IP57 submergibility with or w/o accessory cover attached

Proposed portable radio units shall conform to applicable Portable Military Standards 810C, 810D, and 810E. The portable transmitters and receivers must further meet or exceed the following specifications:

• The proposed mobile radio shall be rugged, reliable, and provide the following minimum features:

• Emergency button

• 12.5kHz digital channel bandwidth

• 12.5 kHz TDMA (6.25e) digital channel bandwidth

• Alphanumeric display

• 1000 Channels

• Digital Signaling – PTT ID, Private Call, All Call, Call Alert, Escalating Alerts, Emergency, Radio Check, Radio Disable/Enable and Remote Monitor

• Digital Signaling – MDC 1200: PTT ID, Emergency and Call Alert

• Group Scan

• Full line of optional accessories

• Optional high power unit

• 4 programmable buttons (supporting both long and short press)

• Mobile/Control Station Transmitter, Vendor must be able to provide Mobile/Control

Station Transmitter acceptable to proposed radios.

Desktop Control Station Radios Desktop control station radios will be installed at locations to be determined at a later date. The proposal should include per unit pricing including standard installation for a recommended control station including the radio, power supply, external speaker, desktop microphone, and antenna.

• Emergency button

• Top line digital channel bandwidth

• TDMA (6.25e) digital channel bandwidth

• Alphanumeric display

• 1000 channels

• Digital Signaling – PTT ID, Private Call, All Call, Call Alert, Escalating Alerts, Emergency, Radio Check, Radio Disable/Enable and Remote Monitor

• Digital Signaling – MDC1200: PTT ID, Emergency, and Call Alert

• Group Scan

• Full line of optional accessories

• Optional high power unit

• 4 programmable buttons (supporting both long and short press)

Infrastructure Equipment Controller Equipment Each site in a Control Channel based trunking system must have a central mechanism to control, manage, configure, and optimize system access and performance. The hardware for this mechanism must meet the following specifications:

Radios will be installed into buses along with an antenna kit and microphone. Mobile radios will be wired to ignition power and installed along driver-side panel (unless specified otherwise or something pre-existing impedes the installation in that location. All radios will be pre-programmed and engraved in-house prior to installation. Installation must be complete and operational no later than July 2026.

FBISD Bus Terminal Locations:

Lake Olympia 3130 Lake Olympia Pkwy.

Missouri City, TX 281-634-1930

Hodges Bend Transportation 16707 Bissonnet St.

Houston, TX 77083 281-634-1970

Warranty All warranties shall be a minimum of one-year parts and labor, preference for two years, parts and labor. Pricing will indicate both warranties. (see bid tab) On site repair of all warranty items, supplier must have a location within the Houston metro for equipment drop off and repair. Must provide a loaner for equipment off-site repair as required. Service techs should speak English and Spanish. Response time will be 24-48 hours from time of call.

If a piece of equipment fails for the same repair or similar more than three times, the supplier will replace the equipment either free of charge under warranty or will pro-rate the cost for replacement for the duration of the equipment.

Training Training will consist of, use of equipment, safety and proper maintenance including trouble shooting general problems. Training to occur at site locations and will be coordinated with the transportation department. Awarded vendor should be able to provide online training in the event on site training isn’t available.

Parts The Contractor shall have in its operation a parts/service location and keeps sufficient stock of parts on hand at all times. All parts not specifically mentioned that are necessary for the unit to be complete and ready for operation, or which are normally furnished as standard equipment, shall be furnished by the contractor. All parts shall conform in strength, quality and workmanship to the accepted standards of the industry.

Service Calls All services shall be provided by an authorized dealer with ready availability to parts. All warranty or maintenance services shall be performed by qualified technicians properly authorized by the manufacturer to perform such services. Contractor shall respond to a call for service/maintenance by phone within two (2) hours. On-site response time shall be within two (2) hours following initial notification. All necessary repairs or corrections shall be completed within two (2) days of initial notification. A failure to perform could result in termination of contract.

Manuals All manufacturers’ specifications, owner/operator, repair, and factory parts manuals shall be provided for each component of each entire unit when bid is accepted. Bidders shall include the complete manufacturer’s technical and descriptive literature regarding the brand and material your firm is proposing to utilize for this project.

Literature shall be sufficient in detail in order to allow full and fair evaluation of the offer submitted. There shall be one (1) complete set of owner/operator manuals for each component of this equipment. There shall be one (1) complete set of repair manuals for each component of this equipment. There shall be one (1) complete set of parts manuals for each component of this equipment.

[END OF SCOPE OF WORK SECTION]

SECTION 4. PROPOSAL SUBMISSION INSTRUCTIONS

IMPORTANT: Proposals shall be submitted in a timely manner in accordance with the deadline for proposal submission.

Fort Bend ISD will accept proposals submitted electronically through the Bonfire e-bidding portal at https://fortbendisd.bonfirehub.com until 2:00 pm (CST) on Friday, January 30, 2026.

• The District will only accept proposals submitted through FBISD designated e-bidding portal.

• To prepare your submission, download all required files under the Supporting Documentation section in Bonfire, complete the necessary forms, and upload them under the Requested Information section.

• It is the vendor’s sole responsibility to ensure timely submission. FAXED OR E-MAILED

SUBMISSIONS WILL NOT BE ACCEPTED

• We strongly recommend starting the upload process at least one (1) day before the deadline to ensure ample time for submission. Once your proposal is finalized, confirm your submission status as “Submission Complete” in Bonfire. After the deadline, no changes to submitted documents will be allowed.

• Late proposals will not be accepted by the Bonfire system and will not be considered for evaluation under any circumstances.

• The public bid opening will be conducted via Microsoft Teams. To join the meeting, click the link below (or copy and paste it into your browser) and follow the instructions from Microsoft Teams using the information provided: Link to Join the Meeting: [Insert Link]

A. SUBMIT THE FOLLOWING THROUGH THE “REQUESTED INFORMATION” SECTION OF

THE DESIGNATED ELECTRONIC BIDDING PORTAL.

• Proposal Documents o Detailed Scope and Narrative of Proposed Services o Addendum/Questions and Answers (Q&A) o Proposal Questionnaire (Q-06KP) o Project Information Sheet (Q-28OS) o Reference Contact Form(Q-17MQ)

• Cost Proposal o Pricing BidTable

• Forms o 1295 Form: Complete on https://www.ethics.state.tx.us o Conflict of Interest Questionnaire (CIQ) o Vendor Acknowledgement Form https://www.ethics.state.tx.us/

All requested documents must be uploaded to the specific slot assigned in the District’s designated electronic bidding portal. Forms requiring signatures must be signed. Failure to submit documents in the correct location may result in them being overlooked and your proposal deemed non-responsive.

Proposal Questionnaire Download and complete the Proposal Questionnaire in its entirety. Any missing information will result in the questionnaire being considered incomplete. An incomplete questionnaire may automatically disqualify the proposer from consideration.

Pricing BidTable (Ref# BT-29AE) Provide pricing for all items listed in the Bid Table. All fields must be completed to allow FBISD to fairly assess each proposal and evaluate competitiveness. No remanufactured or refurbished products will be considered.

B. SAMPLE DOCUMENTS

The solicitation documents posted on the Bonfire electronic bidding portal include the following sample forms for vendor review. Proposers must acknowledge receipt and understanding of these documents on the Acknowledgment Form. If awarded, the vendor will be required to sign and/or submit the final versions as a condition of contract execution.

• Sample Agreement for Services

• Sample EDGAR Certification Form

• Sample Insurance Requirements

• Sample Data Protection Addendum (DPA)

Proposers must review each of these documents in their entirety. By signing the Acknowledgment Form, the proposer attests that they have read, understand, and agree to comply with the terms outlined in the documents. Failure to sign the Acknowledgment Form may result in the proposal being deemed non-responsive and rejected.

C. POST-AWARD REQUIREMENTS

Upon award notification, the selected vendor(s) shall:

• Sign the Fort Bend ISD Agreement for Services, EDGAR Certification Form, and Data Protection Addendum (DPA) via DocuSign.

• Upload a valid Certificate of Insurance (COI) meeting the requirements outlined in the Insurance Requirements Exhibit via DocuSign.

• Execute any additional Fort Bend ISD contract documents as required via DocuSign.

Following Board approval, the District will return the executed documents.

DATA PROTECTION ADDENDUM (DPA)

The Data Protection Addendum (DPA) applies to all software, web-based applications, online subscriptions, training, implementation, support, and/or related services provided to the District.

This includes any instance in which staff or student information is accessed, processed, transmitted, or stored by the vendor.

[END OF PROPOSAL SUBMISSION SECTION]

SECTION 5. PROPOSAL CONTENT

IMPORTANT: This section describes the information and documents that must be included in the proposal. To ensure consideration, proposers must carefully review this RFP and submit a complete response in the required format. Proposals must include all requested documents and information and must comply with all terms, conditions, and requirements outlined herein.

The content requirements outlined below correspond directly to the Evaluation Criteria and identify the information that must be included in each proposal. Failure to provide a complete response or to comply with the requirements of this RFP may result in disqualification from further consideration.

This proposal section should NOT include any reference to cost, price, or billable rates.

These details shall be submitted separately in the Cost Proposal section as instructed.

I. Detailed scope and narrative of proposed services In your proposal, provide a detailed narrative describing how the Proposer will fulfill the requirements of this RFP. Responses to each requirement shall be provided in the order listed below and clearly identified.

A. Cover Letter Include:

1) Proposer’s legal

2) Provide a brief description of your organization’s services, including its history, corporate structure, organizational details, and number of years in operation.

3) Brief summary of the proposed solution (compatible airtime or new/replacement system)

4) Acknowledgment of receipt of all addenda

B. Project Approach and Methodology Provide a concise description of how the Proposer will deliver the services required by this RFP. At a minimum, address the following:

1) Confirmation of the proposed service model (compatible airtime services or new/replacement radio system).

2) Description of how services will be implemented, supported, and maintained.

3) Identification of key resources, tools, and technical expertise that will be used to support the District.be employed to meet the specified objectives and ensure successful outcomes.

C. System Compatibility and Technical Response Clearly indicate one of the following:

1) Compatible Airtime Services o Written confirmation of compatibility with the District’s existing radios and frequencies o Description of airtime services, activation, and ongoing support o Confirmation of compliance with all applicable technical requirements

2) New or Replacement Radio System

If airtime is not compatible, include:

o Proposed digital radios and associated costs o Installation services, including removal and replacement of existing equipment o Airtime services associated with the proposed system o Trade-in or credit program for existing District radios, if available o Confirmation that replacement equipment is priced separately from airtime services

3) Network Coverage and Service Area o Proposers shall describe their airtime network coverage and service area, including:

o Geographic areas served within and around the District o Expected coverage reliability and signal performance o Identification of any coverage limitations, exclusions, or dependencies o Description of how coverage is maintained or enhanced to support

District operations

D. Implementation Timeline (If Applicable) If proposing new or replacement services:

o Ability to meet the anticipated Summer 2026 (June–July) implementation timeframe o Key assumptions or dependencies

E. Experience and Qualifications Provide:

1) Brief overview of the firm and relevant experience providing similar services

2) Identification of key personnel responsible for service delivery and support

3) Applicable licenses or certifications related to the proposed services

4) Describe the Proposer’s customer service approach, including:

o Support model and points of contact o Response and resolution time expectations o Escalation procedures for service issues

II. Reference Contact Form References must verify the quality, timeliness, and results of your work and should be aware that they will be contacted. Incomplete or inaccurate reference submissions may negatively impact your proposal score. Submit using (Ref. Q-17MQ).

1) Provide at least five (5) previous client references for whom you have provided similar services within the past five years. Three (3) of these should be from clients listed in the Project Information Sheet. References cannot be any individual who works for FBISD.

2) For each reference, provide the client’s name and address, contact person with telephone number and email.

III. Project Information Sheet

1) Provide three (3) projects completed within the last seven (7) years that are similar in scope to the services requested in this RFP. FBISD may be included if you have provided comparable services to the District during this period.

2) For each project, include a brief description of the services provided, contract information such as start and end dates, contract number and title, an explanation of why the project is relevant to the services requested in this RFP, and client contact information. Submit using (Ref. Q-28OS)

IV. Cost Proposal Content

1) The Cost Proposal is submitted in the Pricing Bid Table (Ref. BT-29AE).

2) Proposals should include any additional costs or fees not included in the

Pricing Bid Table.

3) Proposer are to Offer a fair and reasonable price for the goods and services requested by Fort Bend ISD.

4) Pricing will be evaluated for fairness and reasonableness relative to the services offered and the proposed approach, ensuring alignment with the District’s requirements and successful contract performance.

5) Proposals that do not meet the technical requirements or performance assurances may be deemed non-responsive or scored lower; lower-priced proposals that fail to meet RFP requirements may be excluded from award consideration.

6) All pricing is subject to negotiation by Fort Bend ISD

V. REQUIRED FORMS

Download, complete, sign, and upload the following forms under their respective sections:

1) 1295 Form

2) Conflict of Interest Questionnaire (Form CIQ)

3) Vendor Acknowledgement Form

4) Suspension and Debarment Certification

[END OF PROPOSAL CONTENT SECTION]

SECTION 6. EVALUAION AND AWARD

A. EVALUATION PROCESS

The award of this contract will not be based solely on price. Fort Bend ISD will award the contract on the basis of “best value”, considering all applicable mandatory evaluation factors listed in Texas Education Code Section 44.031. Proposals will be evaluated using the criteria outlined below. Fort Bend ISD reserves the right to award the contract in a manner that best meets the District’s needs, including by section, line item, group, single award, dual award, or multiple awards.

# Evaluation Criteria Point System

1 Purchase price

• The proposer should offer a fair and competitive price.

• Price will be evaluated relative to the goods and services offered to assess value to the District.

• Price will be evaluated relative to the proposer’s approach to ensure alignment with scope, quality, and successful performance.

2 Reputation of the Vendor and of the Vendor’s goods or services Evaluated based on information obtained through reference check:

• Feedback from reference contacts regarding responsiveness, timeliness, product quality, communication, customer service and overall satisfaction with the Vendor’s performance.

Lack of reference response by the stated deadline may result in deduction in points.

3 Quality of the Vendor’s goods or services

• service Capabilities and Technical Competence

• Relevant Experience

• Vendor Experience and Past Performance

• Customer Service and Responsiveness

• Quality Control and Service Reliability

• Responsiveness to the RFP

4 Extent to which the goods or services meet the district’s needs

• Understanding of the scope of work to be performed

• Airtime Network Coverage and Geographic Service Area

• Ability to integrate with existing system

• Configuration and installation, integration, implementation

• Technical quality and functionality of the proposed solution

5 Vendor’s past relationship with the district For reference Vendors should list examples of past work experience:

• Projects or contracts of similar services with the District.

• Projects or contracts of similar services with K–12 districts of comparable or larger size.

• Projects or contracts of similar services with businesses or universities of comparable size.

6 Long-term cost to the district to acquire the Vendor’s goods or services

• Other fees, other added cost additional costs.

7 Vendor’s Principal place of business is in the state of Texas or employs 500 people in this state.

8 Service Agreement:

• Extent to which the vendor agrees to our Standard Form of Agreement by signing the Vendor Acknowledgement Form, vendor assent to the Terms and Conditions of Fort Bend ISD.

Pass/Fail

9 The impact on the ability of the district to comply with laws and rules relating to Historically Underutilized Businesses (HUB).

N/A

TOTAL 100 Points

B. DEMONSTRATIONS/INTERVIEWS

The Evaluation Committee will review all submitted Qualifications and reserves the right to create a shortlist of firms, if determined to be in the best interest of the District, based on the factors used to evaluate qualifications. Demonstrations/Interviews may be scheduled with the shortlisted firms. The District reserves the right to use the same weighted factors from the Evaluation Criteria, or to establish additional or modified factors for the this phase.

Presentations may be conducted in person, via conference call, or virtually. All details, including date, time, and format, will be communicated if presentations are scheduled.

C. BEST AND FINAL OFFER (BAFO)

The District, at its discretion, may utilize a Best and Final Offer (BAFO) stage. If this phase is utilized, the District shall submit to the shortlisted Proposers requests for specific clarification and allow Proposers to revise their cost proposals. If a Proposer is invited to participate in the BAFO stage, the dates may not be flexible. If the District requests BAFOs, the District may revise cost proposal scores, based upon additional information and clarification received in this stage. In lieu of revising initial cost scoring, the District may evaluate BAFOs by use of an additional scoring phase.

D. CONTRACT AWARD

Any resulting contract(s) from this solicitation will be awarded to the Proposer(s) whose overall offer is deemed to be the Best value to the District as determined by the evaluation process. Following evaluations of proposals and any applicable negotiations, the District will submit a recommendation for contract award to the Board for review at its next Board meeting. If the Board approves the recommendation, the District will notify the Proposer(s) selected for award.

[END OF EVALUATION AND AWARD SECTION]

SECTION 7. GENERAL TERMS AND CONDITIONS

This solicitation shall be governed by the documents incorporated herein and the general provisions posted on the FBISD website. A copy may be obtained online or contacting the Fort Bend ISD Buyer assigned to this solicitation. https://www.fortbendisd.com/General- Provisions-for-Purchasing-Solicitations-and-Contracts.pdf

Proposers are required to respond to all requests outlined in this RFP. By submitting a proposal, each Proposer affirms that they have reviewed and agree with the agreement for services, general provisions, terms, specifications, and requirements stated in this RFP. The submission of a proposal constitutes the proposer’s acceptance of and agreement to the terms and conditions of this RFP. Proposers are required to sign the Vendor Acknowledgement Form to confirm their assent to the terms and conditions.

Only authorized dealers may bid on the requested equipment. At the discretion of FBISD, a certificate executed by the manufacturer may be requested stating that the bidder is an authorized agent of the manufacturer and is duly authorized to sell, service, and maintain the equipment.

The terms, conditions, specifications, and requirements in this RFP, along with any issued Addenda, will become part of the Agreement between FBISD and the selected Proposer.

Upon award, the selected Proposer will be required to execute a written contract covering all goods, services, and deliverables required under the Agreement. No Proposer or Vendor will acquire any rights or interest until the District executes the Agreement. The District reserves the right to modify Agreement terms if deemed in FBISD’s best interest, provided such modifications do not substantially change the scope of the Board award. FBISD will not execute Vendor contract forms. If a Vendor requests changes to the District’s standard Agreement form after an award is made, the District reserves the right to cancel the award and re-award the project to an alternate Vendor. If a Vendor requires the execution of a license agreement or additional contract documents, the District may review and amend them at its discretion.

TERM OF THE CONTRACT

The contract will be for three (3) years, with an option for the District to renew for two (2) additional one-year terms or as otherwise specified in the Agreement.

Compliance with Gov’t Code 552.372: The requirements of the Texas Public Information Act, Chapter 552 of the Texas Government Code, Subchapter J, may apply to this bid or contract if it is valued at more than $1 million. The contractor or vendor agrees the contract can be terminated if the contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter, including the preservation of all “contracting information” (as defined in 552.003) and the provision, upon request of the governmental entity with whom you are contracting, of all contracting information. Contracting information includes, but is not limited to, records, communications and other documents related to the bids process, contract, payments, receipts, scope of work/services, and performance. Therefore, https://www.fortbendisd.com/cms/lib/TX01917858/Centricity/Domain/44/General%20Provisions%20for%20Purchasing%20Solicitations%20and%20Contracts.pdf https://www.fortbendisd.com/cms/lib/TX01917858/Centricity/Domain/44/General%20Provisions%20for%20Purchasing%20Solicitations%20and%20Contracts.pdf

FBISD must and will provide all procurement and bid submittal information to any third-party that submits a Public Information Act request for the documents, with the exception of vendor financial statements.

INTERLOCAL AGREEMENTS WITH OTHER SCHOOL DISTRICTS THROUGH THE

CENTRAL TEXAS PURCHASING ALLIANCE

A. Membership. Fort Bend Independent School District is a member in good standing of the Central Texas Purchasing Alliance (CTPA / txctpa.org), an alliance of over 40 school districts in Texas representing over a million students, sharing information, documents, services and contractual opportunities. CTPA is an alliance created in accordance with Section 791.001 of the Texas Government Code through interlocal agreements.

B. Adoption of Awarded Contracts. In support of this collaborative effort, all awards made by Fort Bend Independent School District may be adopted by other active CTPA member districts. By adopting a contract from another CTPA member district, the adopting district has met the competitive bidding requirements established by the Texas Education Code, Section 44.0331(a)(4) and as required by the adopting district’s policies. There is no obligation on either party to participate unless both parties agree. The goods and services provided under the contract will be at the same or better pricing and purchasing terms established by the originating district.

CERTIFICATE OF INSURANCE(COI) REQUIREMENT

The COI is optional during the RFP process but is required upon notification of Contract award and execution. The successful Proposer shall furnish a certificate of insurance in accordance with the requirements set forth in this RFP. The successful Proposer agrees that required insurance shall not be cancelled or permitted to lapse during the term of any awarded Contract.

CANCELLATION/REJECTION OF PROPOSALS

An RFP may be canceled, or all Proposals may be rejected, at any time if it is determined that such action is in the best interest of the District.

RIGHT TO WAIVE MINOR TECHNICALITIES, IRREGULARITIES, OR OTHER

INFORMALITIES

FBISD reserves the right to waive minor technical defects in proposals, reject any or all…